Senior Staff Assistant

City of Eustis; Town of Florida (NY); On-site; USD 41,000 - 44,000; Full time

Benefits offered by this job

Excellent benefits

Job summary

City of Eustis seeks a trustworthy administrative professional to perform highly specialized and responsible secretarial work within a department office. The role operates with considerable independence under established rules and procedures.

Responsibilities include composing correspondence, scheduling meetings, maintaining records, data analysis for reports, processing invoices, and monitoring budgets. The candidate must handle public inquiries, transcribe minutes when needed, and assist in

Qualifications

• High school diploma or equivalent; one year of additional training preferred.
• Three years of experience in a highly responsible secretarial support position.
• Municipality/government agency experience is highly desirable; accounting/bookkeeping experience helpful.

Responsibilities

• Provide administrative support to a department or division.
• Prepare correspondence, reports, and forms.
• Greet the public, answer calls, and route inquiries.
• Maintain logs, files, databases, and records.
• Assist in budget preparation and processing invoices.

Skills

Typing 35 CWPM

MS Word

MS Excel

General office equipment

Education

High School Diploma or recognized equivalent

Associate's Degree desirable

Tools

Microsoft Word

Microsoft Excel

Job description

The City of Eustis is seeking a trustworthy, responsible individual who, under direction, performs highly specialized and responsible administrative work involving the operation of a department or division office. The employee works with considerable independence within the scope of established rules, regulations, and procedures.

Examples of Machines, Tools and Equipment Used:

General office equipment

Supervision Received:

Assigned by Department

Duties may include some or all of the following job functions:

• Serves as administrative support to a department or division;
• Composes, types and prepares correspondence, reports, forms, etc.;
• Greets and assists the general public and other visitors;
• Answers the telephone, takes messages, screens and directs calls;
• Interprets and explains administrative policy and decisions, when needed;
• Schedules meetings and maintains appointment schedules and calendars;
• Establishes and maintains logs, files, databases, and other records;
• Performs research and analyzes and compiles data for departmental reports;
• Opens, sorts and distributes mail;
• Processes materials for meetings; records and transcribes minutes, when assigned.
• Orders and maintains inventory of office supplies;
• Monitors service contracts and provides for routine maintenance/repairs;
• Verifies accuracy of credit card statements and billing;
• Initiates budgetary purchases and processes invoices for payments;
• Monitors and balances departmental budget expenditures;
• Processes employee timesheets for payroll;
• Collects, receipts, balances and records money and negotiable instruments received by the department;
• Assists in preparation of annual budget.

Other Job Functions:

• Assists in the preparation of special events;
• Assists the City in the preparation for and aftermath of a major emergency such as a hurricane or other storm or disaster;
• Performs other related duties as required.

Knowledge, Abilities and Skills

Thorough knowledge of business English, punctuation, mathematics and spelling; knowledge of general office practices and procedures; knowledge of departmental operations and procedures; knowledge of accounting and bookkeeping principles and practices

Ability to compose effective and accurate correspondence, reports, etc.; ability to maintain files and keep accurate records; ability to assemble, analyze and organize data and prepare reports; ability to work well with others and assist the public cooperatively and courteously; ability to express oneself clearly in verbal and written form; ability to make minor decisions in accordance with departmental policy; ability to record and transcribe minutes of meetings; ability to maintain confidentiality; ability to remain at a city work shelter, before, during and after, a hurricane or other storm or disaster, if asked.

Skill to type at least 35 CWPM; intermediate to advanced skills in Microsoft Word and Excel; skill in the use of general office equipment, including computers, printers, scanners, copiers, etc.

Minimum Qualifications:

High School Diploma or recognized equivalent; one (1) year additional training or education, preferably in secretarial, business, or related field; three (3) years' experience in a highly responsible secretarial support position. Experience with a municipality, county, or other governmental agency; accounting/bookkeeping experience; and/or Associate's Degree from an accredited college or university are highly desirable.

Working Hours:

Monday through Friday, 7:00 a.m. to 4:00 p.m.

Physical Demands:

This is primarily sedentary work with some periods of moderate physical effort. Requires sitting for long periods of time; walking short distances; bending and reaching; good finger/hand dexterity and hand/eye coordination; good eyesight, hearing, and speech; occasional lifting up to 35 pounds and occasional carrying/pushing/pulling up to 35 pounds.

Salary Information:

$20.0028 per hour ($41,605.87 per year); EXCELLENT benefits (Note: See Benefits Tab for more information). Applicants should expect a starting salary of $20.0028 per hour. Only applicants with the most job-related qualifications will be selected for interview and further consideration. Additional consideration may be given to applicants with more extensive education, training, or experience. Final candidates will be subject to skills testing. Following a thorough background investigation, including a criminal history and driver’s license check, the candidate will be given a conditional offer of employment.